Communications Center for Holy Gardens: Memorandum Circular

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September 21, 2018

Memoradum Circular No 2018 - Daily Text Report (latest edited, updated)

Note the addition. Sarah please consolidate with other MC in soft and hard copy file

Ms. Joan, please note the updates and upgrades/additions and clarification

On Thu, Sep 20, 2018 at 4:27 PM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

To : All SBUs and 3f staff

Subject: Required Daily Text Reports

Effectivity: October 1, 2018

Objectives:

1. To measure what we treasure: sales and collection are two important outcomes that we have to monitor.

2. To increase outcomes: sales, collection and inventories

3. To gather important data that impacts sales and collection:

Reality:

1. This batch of staff, are not did not submit necessary data to make our reports current.

2. As a result, we are not meeting our sales and collection targets.

3. Since we are not monitoring well the outcome and outputs, our performance are lousy.

4. The output reports is not being executed well ie a failure of execution and/or

obedience

What: detailed daily text reports submission

All staff are enjoined to read and comply with this directive/order. CCD shall apply to those who fail to comply (on insubordination and negligence)

This memo supersedes abolishes other previous memo and text reports:

1. SBU text reports to be submitted to ICR and Treasury and JUS

1. Sales:

Number Amount

Plots

PIS

PMS

CMCS (Calamba HAMP and Pangasinan)

2. Collection:

Old

New

Arrears

3. Collection letters sent

Forfeiture

4. Interment:

Who DLX Lux Econo When Rating 3f sympathy

5. Obits (Y/N) Name

6. FOFF posting (Y/N) Name

7. Tributes (Y/N) Name

8. Tributes uploading) Name Date Site (You tube, Vimeo etc)

9. 40 days:

Who Where What was medal?

10. Birthday and anniversaries

Who Anniversary/Birthday What was the recuerdo

11. Amount collected

12. Amount deposited

13 Cash on hand

14 New passbook balance

15 Yesterday passbook balance

16 Emailing sharing of abstracts

17 IF submission to 3f

18 Agents recruited #

19 Agents trained #

20 Commission paid OCV #

Amount

21. Number of trippings for the day

N.B. 1. Those that are in bold are to be texted: 1, 2, 4, 11, 12, 13, 14; All are to be emailed daily

2. Majorem Lending

1. Loans Granted today?

Number Amount

2. Prospects

SBU Amount

3. Collection

SBU Amount

Text reports

-x-x-x-x-x-x-x-x-x-x-x-x-x-x

3. TA:

1. Collections/sbu

Amount deposited

Cash on hand

Total

2. Total disbursements

Cleared

Float

3. Old balance (book)

New Balance(book)

4. OR issued for the day vs No of entries in abstract

5. PPA issued vs sales

1 2, 3 are to be texted to JUS. All to be emailed daily to MRS. JUS

-x-x-x-x-x-x-x-x-x-x-x-x-x-x-x-

4. ICR:

1. Old Collection/sbu

% to target

2. New collection/sbu

% to target

Total

% to target

1 and 2 text reports to JUS

3. Ledgers made

4. Aging status

5. % of arrears

6. Collection letters sent

7. Forfeitures

Emails

Sales report:

1. Sales achievement /sbu vs target Today MTD YTD

1. No of units

2. Amount

Plots

PIS

PMS

Destiny Plans White rose

At need Plots

At need IS

CMCS

-x-x-x-x-x-x-x-x-x-x-x-x-x-x-

5. RCRMA

1. Inventories updating

2. PPA checking

3. PPA signing

4. PPA sent to customers

5. Hello service to customers (kung natanggap ang PPA)

6. Filing and archiving:

1. Hard files

2. Soft files

6. Customer problem solved

7. Repeat sales

# Amount

Text reports 1, 4, 6, 7 to JUS; all others emails to JUS too

-x-x-x-x-x-x-x-x-x-x-x

6. HR

1. Applicants entertained

Walk in

By net

2. Given exams

3. Passed

4. For interview

5. For BI

6. Hired

7. Checking of

(Mention the sbus)

AM talk

Attendance

Reading of emails

Reading of blogs

Updating of posts:

Kaizen

Best pictures

Archive

TRT

Obits

FOFF

Birthdays and anniversaries

Submission of abstracts

8. Progress on Performance evaluation

9. Weekly reports: work schedules

1, 2, 7 to be texted daily to JUS ; all others email to holygardens.groupnew account

-x-x-x-x-x-x-x-x-x-x-x

7. AP

1. Aging of AP

2. Filing of CV

1. Minor

2. Major accounts

3. CV completed

4. CV paid:

Number

Amount

5. Number of entries to CDB

--

PAGSASANAY SA TAGUMPAY (Training for Success)

YOU MUST ACKNOWLEDGE RESPOND TO THIS EMAIL...

COMMUNICATIONS PERFORMANCE IMPACTS THE PE (which is basis for promotions)

SETTING THE STANDARDS IN INTERMENT SERVICE

Innovation creates more wealth and more customers

Jorge U. Saguinsin

Be a BIDDA now

RRURAC (Read, Reflect, Understand, Realize Act, Check)

YOUR OFFICES ARE OBLIGED ORDERED TO UPDATE THEIR POSTS AT

THE FOLLOWING SITES: (they have been placed here for your easy reference)

Free Obituaries for Friends of Holy Gardens

Free Obits for Holy Gardens Customers

Archives for Holy Gardens Tributes

Birthdate and death date anniversaries of dearly departed

Holy Gardens Rewards

Patsikot/SUV Promo

Notice: This email address is a private property of Holy Gardens Group and its contents are private and confidential. Its contents and attachment may not be copied nor forwarded to parties other than the ones intended to, nor can the contents be used other than the original intent You are advised to delete the message you received if in case it may have been wrongly sent to your good office

PAGSASANAY SA TAGUMPAY (Training for Success)

YOU MUST ACKNOWLEDGE RESPOND TO THIS EMAIL...

COMMUNICATIONS PERFORMANCE IMPACTS THE PE (which is basis for promotions)

SETTING THE STANDARDS IN INTERMENT SERVICE

Innovation creates more wealth and more customers

Jorge U. Saguinsin

Be a BIDDA now

RRURAC (Read, Reflect, Understand, Realize Act, Check)

YOUR OFFICES ARE OBLIGED ORDERED TO UPDATE THEIR POSTS AT

THE FOLLOWING SITES: (they have been placed here for your easy reference)

Free Obituaries for Friends of Holy Gardens

Free Obits for Holy Gardens Customers

Archives for Holy Gardens Tributes

Birthdate and death date anniversaries of dearly departed

Holy Gardens Rewards

Patsikot/SUV Promo

Notice: This email address is a private property of Holy Gardens Group and its contents are private and confidential. Its contents and attachment may not be copied nor forwarded to parties other than the ones intended to, nor can the contents be used other than the original intent You are advised to delete the message you received if in case it may have been wrongly sent to your good office

July 16, 2018

CORRECTIVE MEASURES TO BE UNDERTAKEN REGARDING ACCOMPLISHMENT OF CV AND FILING THE SAME

On Sat, Jul 14, 2018 at 5:40 PM Jorge Saguinsin <holygardens.groupnew@gmail.com> wrote:

MEMORANDUM CIRCULAR

To: All SBU Comptrollers (Accounting Assistant)

Junior Accountant

Thru: Ms. Madelene R Saguinsin

SUBJECT: CORRECTIVE MEASURES TO BE UNDERTAKEN REGARDING ACCOMPLISHMENT AND FILING OF CV

Objectives:

1. To professionalize AP and TA work;

2. To speed up work in looking for files needed for BIR, and other taxes, and solving claims for non payment;

3. To correct errors in the work of previous staff

4. To learn from the mistakes of previous employees so as not to repeat the same

Background/reality

1. The undersigned initiated participated in the unbundling of boxes of files that were untouched at the store room for more than a year AND WHICH IS BEING USED AS EXCUSES FOR NON COMPLETION OF REPORTS AND DELAYS THE FS DELIVERY (This is the task of subordinates)

2. These were the observations from which practical lessons are to be learned..

1. No filing system despite MC that is written. There are classification and methodology for filing: by SBU, by month by year

2. Incomplete supporting docs for CV:

1. JO PO, contracts

2. Percentage completion reports

3. Payment receipt on CV lacking SOCPN

4. AR or AR for receipt of payment. It is blatant for govt agencies

obligations.

5. The guidelines for accomplishment of CV for various types of AP:

materials, OE, projects not being followed. These were made to:

1. Avoid processing without requirements

2. To hasten the pace because the timelines for processing are record

ed.

3. Receipt of payments:

1. CVs that are paid must be STAMP marked PAID. NO such marks

are visible

2. The CV files must contain copies of OR AR. No such records exist in

those that we have unbundled.

3. At the minimum, the receipt of the check must be acknowledged at the

the CV.

4. Filing

It is a must that CV must be filed properly chronologically or by numbers

Cross filing

Wrong filing - cancelled checks are with the CV. They should be

RETURNED to the checkbooklet and properly recorded in the check

registry.

Filing by suppliers - large amount of payment as RET, BIR big contracts

JV must have separate folders. Threshold: P100,000 total per year -

CV with contracts, check photocopy, OR must be filed.

What to do next:

All accounting staff (SFC at the SBU) and AP assistant are enjoined to observe the following process standards:

1. Control of contracts and PO

1. The AP Assistant maintains a record of contracts by dates or numbers

Such register serves as entries for AP or NP

AP - Trade Notes Payable

Govt agencies tax/contribution payable

Notes Payable - Obligation to banks and MLII

JV Payable - Unpaid JV sharing that is outstanding (30)

days old and beyond

2. Aging - AP must be aged from its registry

3. Opening of accounts:

Each supplier account to be opened requires the following docs:

1. DTI or Mayors Permit

2. SEC registration

3. Picture of the owner

4. Authorized representative authorization

5. CV if possible of the owner/principal

6. Address and contact number

For contracts that are delicate, they are to be prequalified and evaluated

4. Payment of the account:

Prioritization for the payment of the account shall be based on:

1. Aging of the account - beyond 30 days na ba?

2. Request for payment

3. Routine expenses: rental, utilities, payroll, taxes, remittances

4. Top priority is payment for marketing expense: commissions of agents

prizes

The parties concerned must prepare ahead of deadlines and allocate

sufficient time so as not to be late for payment and make adequate pro-

vision for CV processing time, approval pouching (at least 7 calendar)

days. A payment request made today can not be sent the following day.

5. Accomplishment of CV:

1. The AP gets consecutive number of CV from the booklets

2. A registry of CV is made with blanks for: Check Number and OR/AR

3. The AP makes the CV following and using the Check Voucher Process

Checklist. Print clear copies.

The AP is enjoined to strictly follow the CV Process checklist and

comply with the MC on purchasing cash and treasury operations

The AP and TA are enjoined/compelled to memorize the same. The

officers are likewise instructed to know and implement the same

fairly and strictly

6. Check making

The AP requests that the checks be issued to the designated payee in the

CV (This will be modified when we adopt the depository bank system for

check making)

We guess that we just send the list to the bank (the CV with its supporting

documents

The encoder must be careful not to make errors because the booklet of

check not costs P500.00 at least per booklet

7. Receipt of payment

1. Once the check is made, the TA makes a registry of checks with corresponding amount, Check number payee, and particulars for the purpose or item to be paid

2. When sent to the sbu, the CV yellow copy is retained by the AP. The orig

white copy is sent to the SBU.

3. The payee acknowledges receipt of payment on the original (white copy CV with SOCPN

4. The Holy Gardens employee demands OR (or AR) from the payee

5. The original CV with OR AR is sent to the AP (3f jm)

6. The AP files the same with the yellow copy and stamps both copies

including DR, contracts etc as paid.

8. Filing:

It is a must that AP files meticulously and faithfully

1. All contracts JO above P100,000 total in a year are filed separately

2. The paid CV must conform to 7.6

3. The AP must group docs by SBU, year month,

9. Recording:

AP

1. JO/PO Contracts

2. CV made/

3. CV with Checks

4. Paid CV with OR AR

5. CDB

TA

Disbursements under Daily Cash Position report

For STRICT SUPERVISION FOR EXECUTION BY JUNIOR ACCOUNTANT AND MAM MADEL...

--

PAGSASANAY SA TAGUMPAY (Training for Success)

SETTING THE STANDARDS IN INTERMENT SERVICE

Innovation creates more wealth and more customers

Jorge U. Saguinsin

Be a BIDDA now

RRURAC (Read, Reflect, Understand, Realize Act, Check)

Please visit the following sites:

Free Obituaries for Friends of Holy Gardens

Free Obits for Holy Gardens Customers

Archives for Holy Gardens Tributes

Birthdate and death date anniversaries of dearly departed

Holy Gardens Rewards

Patsikot/SUV Promo

Notice: This email address is a private property of Holy Gardens Group and its contents are private and confidential. Its contents and attachment may not be copied nor forwarded to parties other than the ones intended to, nor can the contents be used other than the original intent You are advised to delete the message you received if in case it may have been wrongly sent to your good office

December 13, 2017

Memorandum Circular: Re instatement of certain system to promote efficiency and excellent customer service

TO : All

Memorandum Circular 2017

---------- Forwarded message ----------
From: Blogger <no-reply@blogger.com>
Date: Sun, Oct 29, 2017 at 5:28 PM
Subject: [Communications Center for Holy Gardens Memorial Park] Re instatement of certain system to promote efficiency and excellent customer servicce
To: holygardens.groupnew@gmail.com

1. Travel/trip Request Ticket

2. Birthdate and Death Date Recollection

3. Tribute archive

Objectives:

1. To reacquire the high level of customer connection and service

2. To create more awareness and hence more sales, more cash flow and attain our vision

3. To promote efficiency, save on cost and expenses

Reality:

1. We lost the blogs for the three: birthdays, TRT and tribute archive

None of the three is happening

a. Of Travel Request at TRT site

b. Of the dead's birth and death date of those who are enshrined/interred at at our memorial park

c. Posting the embed code at Tribute Archive of electronic tributes we have done for the interments.

2. The sites

Travel Request Ticket

TRT - SFC, in the absence of one, the CMO/ACMO

Birthdates - CSS 3, in the absence of one CSS 2

Tribute Archieve - CSS 2

: Memorandum Circular for Implementation of Performance Evaluation System

CONFIDENTIALITY NOTICE/disclaimer: The information contained herein is strictly confidential in nature and is the property of Holy Gardens Group and intended only for the intended recipient and its reuse,reprinting or taking action other than the intended party is strictly prohibited. Holy Gardens assume no responsibility liability arising from such unauthorized use.

RRURAC: Read, Respond, Understand, Reflect, Apply and Check

BIDDA: BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

---------- Forwarded message ----------
From: Holy GardensGroup <holygardens.group@gmail.com>
Date: Fri, Jul 22, 2016 at 11:54 AM
Subject: Draft Memorandum Circular for Implementation of Performance Evaluation System
To: Helen Naval <bpi.hr2016@gmail.com>

Here is the explanation on the execution of the Performance Evaluation System:

Memorandum Circular No 2016 00x

Title: Guidelines for the Performance Evaluation System

I Objectives:

1. To encourage performance and serve as a leg for strategy and corporate planning;

2. To reward the doers in an objective manner and remove/minimize politics through SMART criteria

3. To help employees get promoted: avail of salary increases and allowances which are substantial

4. To weed out misfits early on, and reduce expenses

5. To encourage:

1. leaving old mindsets and adopt corporate and new ones

2. embracing beliefs and principles of Holy Gardens group

II Reality Background

1. Some SBUS (there are at least two who are brave enough) who complained and narrated that their staff are demotivated and it shows in mediocre sales performance. They are content with receiving the salaries despite the fact that our current salary scale is above the industry, the wage orders and some received substantial incentives for last years sales performance.

While we managed to sell more than 3,000 plots last year, we only managed to get 1/10 of that: about 425 (?) plots

2. The conformance of many sbus on routine behavior sucks:

1. Phone calls are not answered nor acknowledged. Same thing with text messages. Emails are unacknowledged or unread.

Routine reports : text reports are neglected

kaizen reports and best pictures are not sent

email reports

2. Most staff fail when given routine exams;

3. Tasks are pending undone, if at all submission are incomplete and very much delayed. This is up and down the organization even at 3ffb

4. Beliefs as excellence, customer service, learning seem to be a strange thing to many of the staff.

WTDN: REINSTATEMENT AND IMPLEMENTATION OF THE PERFORMANCE EVALUATION SYSTEM;

Who : HR - the coordinating office

1. will send out form

2. collect and check the form

3. verify HR related data:

1. attendance

2. punctuality

3. communication: emails, text

4. book reports/journals

3. have the PE noted approved by the GM SMD

4. file the PE

5. submit memo for increase in salary and allowance

CMO in charge - the one who will fill up the PE form

sign the PE and the recommendation

Accounting Audit: will verify the sales and collection report; will initial PE form

When: 1 Frequency . Every 6 months for regular employees to be done within 30 days after end of reference semester

For trainees:

For RI to be R2 to be started at the 70th day after hiring for RI and to be completed on the 80th day. On the 80th day, we should know if the employee shall continue to the Prob 2 period or will be dismissed

For R2 to be R3 to be started on the 160th day after start of employment to be completed on the 170th day. By then we should know if the trainee will be dismissed or allowed to be a regular employee.

Mermorandum Circular on daily email reports

TO : All SBU

Attention : All Chiefs and Heads

Memorandum Circular No 2016 -00x
Email reports

Date: March 18, 2016

This email intends to clarify the issues so that the email reports are submitted on time and completely. As of now they are improperly done:

Objectives:

1. To ensure that objectives are met: sales and collection

2. To make sure that all items (a day in the life of a supervisor/manager are completely done

THUS NO REPORT SHOULD CONTAIN THE WORD NONE. OR NA

3. To instill discipline and professionalism in everyone

4. To remind every one that secrets of success are hard work hard work hard work

5. To make every one AS PERSON WHO MAKES THINGS HAPPEN (VS THOSE WHO DO NOT KNOW WHAT IS HAPPENING OR SIMPLY ARE UZI (WATCH THINGS HAPPEN ONLY. Make your report active and action oriented.

None NA, or blank cells are a NO NO.

THE KEY TO THIS IS THE PASSION AND THE ENTHUSIASM OF PEOPLE WHO WORK WITH US. and common sense and understanding. You cant feel this up if you are not abreast with the knowledge being posted in the blog.

RRURAC this post. Note the addition and changes:

EMAIL REPORTS

Please format in excel and submit a daily cumulative report

Memorandum Circular 2015 002 (as corrected former number is 001, Help Desk is 001 Use of Abstract and Portal in Management of the Business

BE a BIDDA: "BELIEVE, INSPIRE, DREAM, DO ACHIEVE"

Memorandum Circular 2015 001 (002 corrected)

To : All

SUBJECT: USE OF ABSTRACTS IN THE MANAGEMENT OF THE BUSINESS (data base and processing)

What : Installation and use of four abstracts/portals at Holy Gardens Group

1. Holy Gardens Plots (PPA)

to manage database for sale of plots, collection, payment of com, collection, sales report, JV report/sharing, issuance of id and copf

2. Holy Gardens Interment

to manage and collate data for interment and reimbursement of IF

3. Holy Gardens Chapel and Memorial Services

to manage and collate data for chapel and memorial service (funeral - where there are funeral services ) and funeral service reimbursement

4. iMP and Memorial Packages

to collate data for prepaid services: interment, combos, packages, chapel (funeral) services; customer data base, sales report, budgett ing of funds received for tf, com, capf etc. , com, agents, SE; issuance of id, and copf

Memorandum Circular 2015 -002 on Park Beautification

BE a BIDDA: "BELIEVE, INSPIRE, DREAM, DO ACHIEVE"

Memorandum Circular 2015 -0002

Park Landscaping and Beautification

Background:

1. One of strategies for the last 2 years is our park beautification. Some of the parks we had have the mission of being the most beautiful parks in their regions.

2. In existing memorial parks, there are many buyers in well landscaped and beautiful memorial parks; there is no need to sell. It becomes a seller market;

3. Holy Gardens conducted a seminar workshop last December in Calamba for landscaping projects; the participants, GT and GC presented waterfalls project.

4. This office aside from regular posting of nice parks in Community Blog, at Memorial Chapels, also posts at Jorgeus Landscape and their accompanying Facebook pages.

5 However, this is the reality: